By utilizing dedicated folders for specific clients and employees, organizing files becomes significantly easier. However, when there are many clients or employees, creating individual folders can be surprisingly cumbersome, and sometimes you might even forget to create them. Therefore, this time we will introduce a method to simplify folder creation by integrating Microsoft Teams and OneDrive. With this, you can automatically create folders in OneDrive just by posting a message in Microsoft Teams, so be sure to give it a try!
Recommended for
Companies utilizing Microsoft Teams and OneDrive
Those creating dedicated folders for each client or employee
Those who want to avoid forgetting or making mistakes in creating dedicated folders
Leaders who want to streamline administrative tasks and improve business operations
For those who want to try it immediately
This article introduces a method of integration using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start immediately from the template below, so please give it a try!
When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content.
■Overview This is a flow where a folder is created in OneDrive based on the message content when a message is posted on Microsoft Teams. Using Yoom, you can easily connect apps without programming.
■Recommended for: 1. Those who use Microsoft Teams to communicate with members ・People who want to efficiently manage daily message content and have quick access to necessary information ・Those who want to organize interactions with members and prevent shared information from being overlooked
2. Those who utilize OneDrive for file management ・People who want to reduce the hassle of manually organizing files and improve work efficiency through automation ・Those who want to automatically create folders based on message content to ensure important information is stored without omission
■Notes ・Please link both Microsoft Teams and OneDrive with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Now, let's explain how to use the no-code tool Yoom to "create a folder in OneDrive based on the message content when a message is posted on Microsoft Teams".
How to Automatically Create a Folder in OneDrive Based on a Message Posted on Microsoft Teams
First, retrieve the text posted in a specific channel on Microsoft Teams using the Microsoft Teams API. Then, use AI to extract specific strings and receive them using the OneDrive API. After that, you can create a new folder in OneDrive with the extracted string. Generally, programming knowledge is required to achieve such integration, but with the no-code tool Yoom, it is easily possible without programming knowledge. The integration flow is broadly divided into the following processes.
Integrate Microsoft Teams and OneDrive with My Apps
Set to retrieve and extract the string posted on Microsoft Teams
Set to create a folder in OneDrive
Turn on the trigger button and verify the integration operation between Microsoft Teams and OneDrive
First, let's register for Yoom. Yoom offers a 2-week trial. You can actually operate it and check the usability.
Step 1: Integrate Microsoft Teams and OneDrive with My Apps
After completing the registration for Yoom, please select "My Apps" from the menu on the left.
Next, click the add button at the top right.
Integration of Microsoft Teams and Yoom
1. Log in
Log in to Microsoft365. By logging into Microsoft365, the My Apps integration will be completed quickly.
※ If you are not subscribed to the general corporate plan (Microsoft365 Business) for Microsoft365 (formerly Office365), authentication may fail.
2. Search
Click the Microsoft Teams icon.
3. Integration Complete
The screen will switch immediately. If the above display appears, the integration is complete.
Integration of OneDrive and Yoom
1. Search
Click the OneDrive icon.
2. Integration Complete
Since you have already logged in when integrating Microsoft Teams with My Apps, the screen will switch immediately. If the above display appears, the integration is complete.
Step 2: Copy the Template
Next, please copy the template to be used this time.
When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content.
■Overview This is a flow where a folder is created in OneDrive based on the message content when a message is posted on Microsoft Teams. Using Yoom, you can easily connect apps without programming.
■Recommended for: 1. Those who use Microsoft Teams to communicate with members ・People who want to efficiently manage daily message content and have quick access to necessary information ・Those who want to organize interactions with members and prevent shared information from being overlooked
2. Those who utilize OneDrive for file management ・People who want to reduce the hassle of manually organizing files and improve work efficiency through automation ・Those who want to automatically create folders based on message content to ensure important information is stored without omission
■Notes ・Please link both Microsoft Teams and OneDrive with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
1. Click "Try it" on the top banner 2. If you haven't registered with Yoom yet, please register ※ If you have already registered, the login screen will be displayed, so please log in.
When the Flowbot template is copied to "My Projects", the above display will appear.
You will be taken to a page like the image, so let's proceed with detailed settings.
Step 3: Retrieve and extract the string posted to Microsoft Teams
1. Open My Projects
Open "My Projects" from the menu on the left side of the screen.
2. Open the copied template
Click "[Copy]When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content".
3. Select an app trigger
Click "When a message is sent to the channel" on the Microsoft Teams icon. Since the title and other settings are complete, press Next.
4. Set the trigger interval
Set each item.
First, set the trigger interval. The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. A shorter setting is generally recommended. Please note that the shortest activation interval varies depending on the plan.
Each ID can be selected by clicking the box.
Since it is displayed in a list, please select the ID you want to link with OneDrive.
5. Run the test
Once the settings are complete, press the test button. If "Test Successful" is displayed, it is complete. Click Save.
Continue to "Extract data from text".
1. Extract data from text
Click "Extract data from text". Scroll down.
2. Set required items
Since you are using a template, the settings are complete as shown in the image.
In this case, as shown in the red frame, if the string 【Client Name】 is inserted in the message content, AI will retrieve the client name and create a folder in OneDrive with that name. Once confirmed, press Save and proceed to the next step.
As a supplement, it is also possible to change the branching condition words to 【Employee Name】 or 【Project Name】, etc.
3. Run the test
Once the settings are complete, press the test button. If "Test Successful" is displayed, it is complete. Click Save.
Step 4: Set up to create a folder in OneDrive
1. Integrate with the app
Click "Create folder" with the OneDrive icon. Press Next.
2. Enter required items
You will be taken to the page in the image. Enter the required items. Each ID will be displayed by clicking the box.
Click to insert from the displayed items.
Reuse the data sent in the test for the folder name.
Click the box and select Extract data from text.
Since the extracted data is displayed as shown in the image, select "Client Name" from it. This allows you to register the client name extracted from the message content directly as the folder name. Create the folder name in the same way.
3. Run the test
Once all settings are complete, press the test button at the bottom of the page. If "Test Successful" is displayed in blue, the settings are complete. Press Save.
4. Turn on the trigger
When the Flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.
To further automate
Yoom is packed with ideas and features to facilitate smooth business operations, not just automation. For example, it is possible to customize the automation introduced this time to better suit your needs.
Application example 1: Notify when folder creation is complete
Enter the relevant flow creation page in My Projects and click the three-dot leader in the upper right corner. By pressing "Notify on workflow completion" in the red frame part of the image, a notification will be sent to the address registered with Yoom when the entire flow is complete. This makes it easier to determine whether the file has been created properly, and should save you the trouble of checking it yourself.
Application example 2: Create folders with database information
For example, if you manage client information with a database tool like Notion, it is also possible to create a folder from the details page of a specific client. You can use the client name listed in Notion directly as the folder name, and the folder URL will be automatically listed in Notion. This may facilitate smoother sharing with members.
Flowbot template used this time When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content
When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content.
■Overview This is a flow where a folder is created in OneDrive based on the message content when a message is posted on Microsoft Teams. Using Yoom, you can easily connect apps without programming.
■Recommended for: 1. Those who use Microsoft Teams to communicate with members ・People who want to efficiently manage daily message content and have quick access to necessary information ・Those who want to organize interactions with members and prevent shared information from being overlooked
2. Those who utilize OneDrive for file management ・People who want to reduce the hassle of manually organizing files and improve work efficiency through automation ・Those who want to automatically create folders based on message content to ensure important information is stored without omission
■Notes ・Please link both Microsoft Teams and OneDrive with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Other Automation Examples Using Microsoft Teams and OneDrive
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Microsoft Teams and OneDrive.
If you find something interesting, please give it a try!
Automation Examples Integrating Microsoft Teams and OneDrive
You can notify Microsoft Teams when a file is saved to OneDrive, or notify Microsoft Teams of the content read by OCR when a file is saved to OneDrive. Additionally, it is possible to integrate by saving files posted to Microsoft Teams into a specific folder in OneDrive.
Notify Microsoft Teams when a file is stored in OneDrive.
■Overview Using the "Notify Microsoft Teams when a file is stored in OneDrive" workflow reduces workload. You can automatically notify file information, which shortens work time and leads to improved business efficiency.
■Recommended for ・Those who use OneDrive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to OneDrive ・Those who want to quickly check files and connect to the next action ・Those who use Microsoft Teams as an internal communication tool ・Those who want to efficiently share information using Microsoft Teams ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both OneDrive and Microsoft Teams with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■ Overview The "Save files posted in Microsoft Teams to a specific OneDrive folder" workflow is a mechanism for automatically organizing files shared within the team. Each time a file is posted, it is automatically saved to the specified OneDrive folder, enabling efficient file management.
■ Who we recommend this template for ・Team leaders who use Microsoft Teams and OneDrive but find file management cumbersome ・Business professionals working on projects where many files are posted daily and who seek efficient file organization ・Those who spend time moving files manually and cannot focus on their core tasks ・IT administrators seeking to streamline file sharing within the team and centralize information management
■ Notes ・Please connect Yoom with Microsoft Teams, Microsoft SharePoint, and OneDrive. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・Branches are a feature (operation) available on the Mini plan and above. On the Free plan, Flow Bot operations that are configured will result in an error, so please be aware. ・Paid plans such as the Mini plan offer a two-week free trial. During the trial, you can use apps and features (operations) that are normally restricted. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・Files posted to a Microsoft Teams channel are automatically saved to a specific folder in Microsoft SharePoint linked to your account. ・For how to download file data posted to a channel, please see the following: https://intercom.help/yoom/en/articles/9058882
■Overview The flow 'When a file is uploaded to OneDrive, read it with OCR and notify Microsoft Teams' automatically performs OCR processing when a new file is added to OneDrive and notifies Microsoft Teams of its content. This enables quick confirmation of file contents and smooth information sharing within the team, improving the efficiency of daily operations.
■Recommended for ・Business users managing a large number of files using OneDrive ・Those who want to strengthen team communication in Microsoft Teams ・Those who want to automatically extract text information from documents and images ・IT personnel or business improvement personnel considering automation of business processes ・Team leaders who spend time on manual information sharing
■Notes ・Please link OneDrive and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・Branching operations are available in the Mini Plan or higher, and OCR AI operations are only available in the Team Plan and Success Plan. In other plans, the operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Due to app specifications, the creation date and last updated date of a file may not be the same, and branching may not work correctly, so please understand. ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the characters are small.
■Overview ・When an issue is registered in Jira Software, the issue details will be notified to a specified channel in Microsoft Teams.
■Notes ・Please integrate both Jira Software and Microsoft Teams with Yoom. ・For the method of integrating Jira Software with My Apps, please refer to the following. https://intercom.help/yoom/en/articles/5700600 ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The "workflow of notifying transcript and summary to Microsoft Teams after Google Meet meeting ends" automates the creation and sharing of meeting minutes after a meeting ends. Utilizing Yoom's API integration, AI, OCR, and RPA features, it swiftly and accurately transcribes and summarizes the Google Meet content, then automatically posts it to Microsoft Teams.
■Who We Recommend This Template To ・Frequent Google Meet users who spend a lot of time creating meeting minutes afterward ・Business users who want to quickly share meeting content on Microsoft Teams ・IT personnel looking to utilize API integration and automation to streamline business processes ・Project managers seeking accurate meeting minutes ・Executives who want speedy information sharing within teams
■Notes ・Make sure to integrate each of Google Meet, Google Drive, and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has both consumer and business plans (Microsoft365 Business). Authentication may fail if you are not subscribed to a business plan. ・AI operations for OCR or speech transcription are available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, operations of the configured flow bots will result in an error, so please note that. ・Paid plans like the Team Plan or Success Plan come with a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
This flow automatically transcribes and summarizes the meeting content and notifies Microsoft Teams of the transcription results when a Zoom meeting ends.
■Overview The workflow "Notify Microsoft Teams of Upcoming Due Tasks in Asana" is designed to streamline project management and team communication. As deadlines for tasks managed in Asana approach, automatic notifications are sent to Microsoft Teams, allowing all team members to respond in a timely manner. This helps prevent missed tasks and delays, ensuring smooth progress of the project.
■Recommended for - Those who use Asana for project management but are struggling with deadline management. - Team leaders who communicate primarily via Microsoft Teams and don't want to miss important notifications. - IT personnel in companies interested in automating business workflows and improving efficiency using Yoom. - Project managers looking to enhance task management and communication integration in remote work environments.
■Cautions - Please connect Asana, Microsoft Teams, and Yoom. - Microsoft365 (formerly Office365) offers home and general business plans (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
This flow retrieves today's schedule from Google Calendar and notifies Microsoft Teams daily.
■Notes ・Please link both Google Calendar and Microsoft Teams with Yoom. ・AI operations are available only in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations of the flow bot you set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
This is a flowbot that automatically uploads attachments received by email to OneDrive. When an email is sent to the email address created in Yoom, the flowbot is automatically activated.
■Overview The workflow "Create a folder in OneDrive based on Jotform responses" is a business workflow that automatically creates a folder in OneDrive based on form responses collected with Jotform. This greatly reduces the effort of data management and enables smooth organization of information. By automating manual folder creation and organizing tasks, it enables efficient business operations.
■Recommended for ・Those who use Jotform to collect information from customers and employees ・Those who find data management in OneDrive time-consuming ・Business people who want to automate folder creation based on form responses ・IT managers at small and medium-sized businesses who want to improve operational efficiency ・Administrators who want to maintain consistency in data organization
■Notes ・Connect both Jotform and OneDrive with Yoom. ・For how to configure Jotform Webhooks, please refer to the following. https://intercom.help/yoom/en/articles/8105581 ・For how to retrieve response content in Jotform, please refer to the following. https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business); if you are not subscribed to a commercial plan, authentication may fail.
■Overview The "Create a folder in OneDrive based on Tally responses" workflow is a business workflow that automatically generates a folder in OneDrive based on the content of form responses. Are you looking to efficiently manage data collected using the online form "Tally"? To reduce the hassle and errors of manually creating folders, let's introduce this workflow utilizing Yoom. Every time a Tally response is submitted, a specified folder is automatically created in OneDrive, which can be expected to speed up operations and improve accuracy.
■Recommended for ・Those who are using Tally forms and are spending time organizing response data ・IT personnel who use OneDrive for business and want to automate folder management ・Team leaders who want to reduce the effort of data entry and improve operational efficiency ・Those who want to smoothly organize materials and files based on form responses
■Notes ・Please link Tally and Microsoft Dynamics365 Sales with Yoom. ・Microsoft365 (formerly Office365) has both a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
■Overview The "Create a folder on OneDrive based on Typeform responses" workflow automatically generates folders from form inputs. By leveraging data collected with Typeform to automatically create organized folders on OneDrive, you can greatly reduce the effort of data management. For example, when you receive customer inquiries or survey results, a dedicated folder is automatically generated based on each response, making it smoother to organize information and access it. With this workflow powered by Yoom, you can free yourself from the hassle of manually creating folders and organizing data, enabling efficient operations.
■Recommended for ・Those who collect customer data using Typeform ・Organizations that use OneDrive as their primary file management tool ・Employees who feel burdened by data entry and folder creation
■Notes ・Please connect both Typeform and OneDrive with Yoom. ・For how to obtain outputs from the trigger, please refer to the following: https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
Benefits and Examples of Integrating Microsoft Teams with OneDrive
Benefit 1: Reduction of Effort and Efficiency Improvement
By reading the text of a specific channel in Microsoft Teams and creating a dedicated folder in OneDrive, you can reduce the effort required to create files and potentially improve work efficiency. For example, when creating a folder for a new client, you would first need to check the client name and then access OneDrive separately to manually create a new folder. While this is not a particularly difficult process, it can become burdensome during busy periods when the number of folders to be created increases. By implementing this integration, folders can be automatically created just by sending a message in Microsoft Teams, leading to improved work efficiency.
Benefit 2: Avoiding Errors through Process Standardization
Automating the creation of dedicated folders for new clients or new employees standardizes the process and makes it easier to avoid errors during folder creation. A common mistake is creating a folder with the wrong company or employee name. Have you ever experienced creating a second folder when someone had already created one? These errors should be preventable with this automation. As a result, it becomes easier to smoothly save data in folders created with the correct company or employee names.
Benefit 3: Strengthening Collaboration through Quick Folder Creation
Integrating Microsoft Teams with OneDrive may strengthen collaboration among teams. For example, suppose a lead acquired by sales representatives or the marketing team matures and becomes a client. By posting the company name in a specific channel in Microsoft Teams, departments like accounting, which save invoices and receipts, should be able to save data without confusion. Additionally, during onboarding, many documents need to be stored, and this integration may make it easier to store documents related to onboarding procedures.
Conclusion
When a dedicated folder is automatically created in OneDrive, it not only reduces effort but also allows other members or specific departments to save files without confusion. It may also become easier to avoid errors such as creating two folders by mistake or creating a folder with a different name.
Yoom enables app integration without the need for programming. Even non-engineers can easily integrate apps, allowing those who have given up before or thought it seemed too difficult to try automation with ease. Take this opportunity to utilize Yoom and experience the benefits of automation!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
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